W911SD-16-T-0170_PWS.docx
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- INSPECT COOLING TOWERS Federal contract opportunity
- Solicitation number
- W911SD-16-T-0170
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|---|---|---|
| W911SD-16-T-0170_INSPECT_COOLING_TOWERS_PRS.doc | DOC document |
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SCOPE OF WORK (SOW) FOR
Inspection, Certification and Development of Maintenance Program and Plan for Cooling Towers at US Army Garrison – West Point, West Point, New York
1. GENERAL
The Contractor shall provide all necessary labor, equipment, materials, and supervision required to perform the Inspection and Certification of and develop a Maintenance Program and Plan for Cooling Towers located at the United States Military Academy (USMA), West Point, NY 10996. The regulation that governs the performance of this work is Part 4 of Title 10 of the Official Compilation of Codes, Rules and Regulations of the State of New York (NYCRR). All work shall also comply with OSHA Technical Manual, Section III, Chapter 7, Legionnaires’ Disease. Additional cooling towers may be added or subtracted during the life of the contract.
1.1 INSTRUCTIONS
The Contractor shall adhere to the instructions given by the COR in writing. The instructions will include a date by which the Contractor must respond. Contractor responses shall be made to the COR, who will then coordinate, accompany, and observe contracting personnel during work activities. All work shall conform to all applicable local, state and federal regulations as well as all USMA requirements.
1.2 OPERATING HOURS
Contractor shall perform all scheduled services during normal duty hours (8:00 a.m. - 4:00 p.m.), Monday thru Friday, excluding Federal Holidays.
1.3 PERSONNEL
The Contractor shall provide a work force possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract. Personnel performing work under this contract shall remain employees of the Contractor and will not be considered employees of the Government.
1.4 CONDUCT OF PERSONNEL
The KO may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or if found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agent. Contractor employees shall be subject to dismissal from the premises. Contractor employee dismissal shall not relieve the Contractor of the requirements to provide sufficient personnel to perform work under this contract, nor shall it allow the Contractor to submit work late.
1.5 IDENTIFICATION
The Contractor shall provide an identification badge for each employee performing services under this contract. The identification badges shall contain the Contractor’s name, employee’s name, contract number and project description. Each Contractor employee shall conspicuously display on their person the identification badge while performing work under this contract.
1.6 GENERAL REQUIREMENTS AND PROCEDURES: The Contractor shall perform the following services.
a) Services include tasks listed in Section 5. Contractor shall update the schedule submitted during their bid/proposal (See Section 8 Submittals), and submit it to the COR within 5 days of Award. At the direction of the COR, inspections of each cooling tower shall be performed by the Contractor twice per calendar year (four times per calendar year for Building 753 since it operates all year round) at intervals not exceeding 90 days while the cooling towers are in use. The cooling towers operate from approximately mid-April until approximately mid-October, except for the cooling towers in Building 753 which operate all year round. Additionally, annual certifications of compliance with NYCRR Title 10 Part 4 shall be performed by the Contractor by September 30, 2016, and again by September 30 of each year thereafter for each option year. All inspection findings, including any deficiencies and corrective actions, as well as the certifications, shall be provided to the COR for review and acceptance within 5 days of scheduled completion. Additionally, a Maintenance Program and Plan document shall be prepared by the Contractor by no later than March 31, 2016. In addition to a lump sum bid price for the tasks described herein, Contractor shall submit unit prices for conducting individual additional inspections/reinspections as well as additional certifications.
b) All work will be initiated at the direction of the COR. The COR has the authority to issue an emergency request in writing. Emergency work shall be started not later than 24 hours after the time of the request. The Contractor shall provide the COR a status update upon completion.
2. AREA INFORMATION
USMA is a college campus with a full range of academic, social, and athletic activities. West Point is also a military installation and a national tourist attraction. West Point is a community for over four thousand (4,000) cadets and over one thousand five hundred (1,500) military personnel. This community has many recreational areas such as Lake Frederick located near Central Valley, and Round Pond. USMA is located just fifty (50) miles north of New York City, along the west bank of the Hudson River.
3. PERIOD OF PERFORMANCE
Base year – March 1, 2016 through February 28, 2017 with four (4) option years.
| 4. | DEFINITIONS |
| 4.1 | Contracting Officer (KO): A person duly appointed with the authority to enter into and administer the contract on behalf of the Government. |
| 4.2 | Contracting Officer Representative (COR): An individual, designated in writing by the KO, to act as an authorized representative of the KO to perform specific contract administrative functions within the scope and limitations as defined by the KO. |
| 4.3. | Contractor: The individual and/or business performing the work described in this SOW. The Contractor is responsible for the proper completion of project activities in accordance with these contract specifications even where a subcontractor has been retained to perform the actual maintenance task. |
5. INSPECTION, CERTIFICATION AND MAINTENANCE PROGRAM AND PLAN
Contractor shall provide all labor, material, parts and supervision to perform inspections and certifications of and develop a maintenance program and plan document for specified cooling towers in buildings 601, 603, 604, 606, 607, 655, 700, 714, 727, 745, 752, 753, 758, 2101 and 2110 ; all located at the United States Military Academy, West Point N.Y. 10996.
These buildings have cooling towers which require inspection and certification, as well as the development of a Maintenance Program and Plan. The Contractor shall perform this work as described below. For the inspections and certifications, this same process shall be followed for each option year. The development of the Maintenance Program and Plan document is for the base year only. All work shall be fully documented.
COOLING TOWERS AND QUANTITIES: see attached Table
INSPECTION AND CERTIFICATION QUANTITIES; see attached Summary Table
Contractor shall perform all work in accordance with the requirements of NYCRR Title 10 Part 4.
5.1 INSPECTION OF COOLING TOWERS:
At the direction of the COR, all cooling towers shall be inspected in accordance with the requirements of NYCRR Title 10 Part 4 Paragraph 4.5(a). All inspections shall be performed by a New York State licensed professional engineer, certified industrial hygienist, certified water technologist, or environmental consultant with training and experience performing inspections in accordance with current industry protocols including but not limited to ASHRAE 188-2015.
As a minimum, each inspection shall include an evaluation of:
| • | The cooling tower and associated equipment for the presence of organic material, biofilm, algae and other visible contaminants |
| • | The general condition of the cooling tower, basin, packing material and drift eliminator |
| • | Water make-up connections and control |
| • | Proper functioning of the conductivity control |
| • | Proper functioning of all dosing equipment (pumps, strain gauges, etc.) |
Contractor shall prepare a report documenting the inspection, including a detailed description of each item/component inspected and the results of the inspection. The report shall include but not be limited to the following information:
| • | Name of facility |
| • | Address of facility |
| • | Date of inspection |
| • | Cooling tower identifier |
| • | Name of person performing inspection |
| • | Name of inspecting company |
| • | Signature of inspector |
| • | List of items/components inspected |
| • | List of findings, deficiencies and recommended corrective actions |
| • | A minimum of four photographs of each tower inspected showing the towers and all findings and deficiencies |
| • | Results of reinspections conducted after any required corrective actions |
The report shall be submitted to the COR within 5 days of completion of the inspection. Once any corrective actions have been completed (by others), Contractor shall perform a follow up inspection to confirm that the corrective actions have been completed and shall revise the inspection report documenting that this work has been performed. For the purpose of this bid, Contractor shall assume that 7 out of the total number of cooling towers will need to be reinspected during each of the two inspections per year. The revised inspection report shall be submitted to the COR within 5 days of completion of the reinspection.
5.2 CERTIFICATION OF COOLING TOWERS:
At the direction of the COR, Contractor shall have a person who is qualified as described in Paragraph 5.1 above perform annual certifications for each cooling tower in accordance with NYCRR Title 10 Part 4 Paragraph 4.5(b). This certification shall document that each cooling tower was inspected, tested, cleaned and disinfected as required. A report containing these certifications shall be submitted to the COR by no later than September 30, 2016 and again by September 30 of each year thereafter for each option year. The report shall provide, but not be limited to, the following information:
| • | Name of facility |
| • | Address of facility |
| • | Date of certification |
| • | Cooling tower identifier |
| • | Name of person performing certification |
| • | Name of certifying company |
| • | Signature of certifying person |
| • | Copies of inspection reports including findings, deficienciesand corrective actions |
| • | At least four photographs of each tower |
| • | Copies of sampling and testing records |
| • | Copies of cleaning and disinfection records |
5.3 MAINTENANCE PROGRAM AND PLAN
Contractor shall prepare a Maintenance Program and Plan Document for the West Point cooling towers. This program and plan shall be developed in accordance with NYCRR Title 10 Part 4 Paragraph 4.6. This Program and Plan shall also be developed in accordance with ANSI/ASHRAE Standard 188-2015 “Legionellosis: Risk Management for Building Water Systems” including Section 7.2. In preparing this Program and Plan, the Contractor shall consult with the various West Point stakeholders (Operations & Maintenance, Building Management, Engineering, Environmental, etc.) to obtain their input and review. A draft Program and Plan shall be developed and submitted to the COR for review and comment by March 31, 2016. Contractor shall incorporate any comments received and then submit the Final Program and Plan by April 15, 2016. The Program and Plan shall include all of the requirements of the NYCRR regulation and ANSI/ASHRAE Standard listed above as well as the following:
| a) | A schedule for routine bacteriological sampling and analysis (dip slides or heterotrophic plate counts) to assess microbiological activity and a schedule for Legionella sampling and culture analysis |
| b) | Emergency sample collection and submission of samples for Legionella culture testing to be conducted in the case of events including, but not limited to: |
| i. | Power failure of sufficient duration to allow for growth of bacteria |
| ii. | Loss of biocide treatment sufficient to allow for growth of bacteria |
| iii. | Failure of conductivity control to maintain proper cycles of concentration |
| iv. | A determination by the commissioner that one or more cases of legionellosis is or may be associated with the cooling tower, based on epidemiologic data or laboratory testing; and |
| v. | Any other conditions specified by the commissioner |
| c) | Immediate action in response to culture testing, including interpreting Legionella culture results, if any, as specified in Appendix 4-A of NYCRR Title 10 Part 4. |
6. QUALITY CONTROL
The Contractor shall submit a Quality Control Plan outlining their methods to assure the quality of their services. This plan shall include a description of the processes and procedures to be used to insure that the work performed is complete and accurate. This shall include an independent check of all work by an individual other than the preparer of the documents.
7. DATA REPORTING
The contractor shall report all data to United States Army Garrison, ATTN: the COR, 667A Ruger Road, Third Floor Mailroom, West Point, New York 10996-1592, within five (5) days of generating results. Digital files may be e-mailed. All forms shall be completed as MS Word documents. All hand notations for the field shall be transferred electronically onto MS Word documents. All field notes will be scanned and supplied to the COR for storage.
8. SUBMITTALS
The Contractor shall submit the following with their Bid/Proposal:
8.1 Company qualifications to perform this work (Project Descriptions, Certifications, Licenses, etc.)
8.2 Qualifications, Certifications and Resumes’ of the personnel who will be performing the work
8.3 Examples of the Inspection Checklists and Certification Reports proposed to be used for this work
8.4 Proposed detailed schedule for completing the work.
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